IBM Aspera Add-in for Microsoft Outlook 1.3.2 Windows: 7, 8 Revision: 1.3.2.100253 Generated: 02/12/2015 10:58
Contents 2 Contents Introduction... 3 System Requirements... 5 Setting Up... 6 Account Credentials...6 Account Settings... 7 Sending and Receiving... 9 Sending...9 Receiving...12 Monitoring Transfers... 13 Appendix... 15 Error Messages...15 Locating Log Files...15 Feedback... 16 Legal Notice...17
Introduction 3 Introduction The IBM Aspera Add-in for Microsoft Outlook is a client software option for IBM Aspera Faspex, which extends the full set of the Aspera high-speed transfer capabilities to Outlook users. Senders compose emails and attach files using the standard email workflow, where no additional steps are needed. The Outlook Add-in includes the following features: High-Speed FASP Transfers Transfers are powered by Aspera's unique FASP protocol - attachments are sent at high speed, regardless of file size, distance, or network. Precise bandwidth control ensures that the entire allocated bandwidth is used to achieve maximum transfer speeds, while being fair to other critical network traffic. Transfer status and progress can be viewed, paused and resumed with the IBM Aspera Connect Browser Plug-in. No Limits on Email Attachments Email attachments can be any size, there is virtually no limit since the attachments are sent using the FASP protocol, using the Faspex transfer server. Entire folders and directories can be sent, of any size, without requiring any compression. Complete Security Email attachments can be encrypted for additional security. Attachments remain encrypted on the Faspex transfer server and must be decrypted by the recipient using a passphrase. Seamless Integration with Outlook The Outlook Add-in is installed on the client PC and is completely integrated with Microsoft Outlook. When a user clicks Send, the Outlook Add-in automatically sends the attachment(s) to the recipient at high speed using Faspex, and sends the original email (minus the attachments) using Exchange, POP3, and so on. Attachments are sent directly from the Aspera client to the recipient using the Faspex transfer server. Once the transfer is initiated, the sender can return to their work while the transfer continues unattended in the background.
Introduction 4 Configurable Options Threshold for file sizes - All attachments with total size below the threshold are sent using the email server, while attachments with total size above the threshold size are automatically sent using Aspera. Download location - Downloaded attachments can be automatically saved to a specified folder, or the user can be prompted for the directory location on each download. Encryption - Files can be kept encrypted on the server. Compatible with Faspex, Connect, and Cargo Email attachments stored on a Faspex transfer server can be downloaded at high speed by the recipient directly from within Outlook using the Outlook Add-In. All recipients (that is, Outlook users with the Add-in, Outlook users without the Add-in, and Web-based email users) will receive a Faspex email with a link to the Faspex page from which they can download attachments. Outlook users have an additional benefit with the Add-in, in that they can download the attachments from Outlook when they view the email (that is, without having to open the Faspex link separately in their browsers). Recipients with a Faspex account and IBM Aspera Cargo can have attachments automatically downloaded to their computers.
System Requirements 5 System Requirements The Outlook Add-in has the following system requirements: Operating Systems Supported Windows 7 Windows 8 Compatible Microsoft Office Versions Outlook 2007 (32-bit) with 2007 Microsoft Office Suite Service Pack 2 (SP2) and the Security Update for Microsoft Office 2007 System (KB2584063) Outlook 2010 (32-bit and 64-bit) with, at a minimum, 2010 Microsoft Office Suite Service Pack 1 (SP1) Outlook 2013 (32-bit and 64-bit) Software Requirements Note that the following items are required on your system before you install the Outlook Add-in: IBM Aspera Connect Browser Plug-in v3.5+ Microsoft.NET Framework 4 Visual Studio 2010 Tools for Office Runtime (or Version 4.0) Aspera Remote Server Requirement Faspex v2.6.6+ and a valid Aspera license with the Outlook Add-in enabled.
Setting Up 6 Setting Up Account Credentials Note: Your system administrator may have pre-loaded your account(s), as well as locked the fields shown below for editing. If the fields have been locked, you cannot modify them from this screen. Please contact your administrator for assistance. This section explains how to set up an account in the Outlook Add-in using your Faspex credentials. Note that you can configure more than one Faspex account and identify the default for all new emails. Start by opening Microsoft Outlook and selecting Aspera Transfer Settings > Aspera Add-In Options. Figure 1: Outlook 2007 Figure 2: Outlook 2010 Note: Before continuing, we recommend that you confirm your Faspex account details, including your Faspex URL (which will be based on a domain name or IP address), username and password. The Aspera Add-in Options window will open, displaying your Account credentials tab. To add a Faspex account, click Add and complete the fields in the New Account Setup configuration window.
Setting Up 7 Field Description Aspera service provider Username Password Description Type a description for your Faspex account. Type the full web address of your Faspex transfer server (for example: https:// faspex.yourcompany.com or https://www.example.com/aspera/faspex). The address must include http:// or https://. Type your Faspex username (that is, the login ID). Type your Faspex password. When you click OK, the Outlook Add-in attempts to validate your account information, including the Faspex web address, username and password. If your credentials are incorrect or if you are not connected to the Internet, you will see an error message. Once your account has been validated, it is listed in the Aspera Faspex Accounts list. Select the account to view your saved information. To make changes to an account, select it, edit the fields, and click Apply. Account Settings Note: Your system administrator may have pre-configured your settings, as well as locked the fields shown below for editing. If the fields have been locked, you cannot modify them from this screen. Please contact your administrator for assistance. This section explains how to configure the Outlook Add-in's settings for attachment size and download location. Start by opening Microsoft Outlook and selecting Aspera Transfer Settings > Aspera Add-In Options.
Setting Up 8 Figure 3: Outlook 2007 Figure 4: Outlook 2010 To configure your Outlook Add-in settings, first select the account that you wish to configure settings for, and then click the Settings tab. Field Use Add-In if total attachment size is larger than (MB) Use Add-in for these extensions (comma separated) Save downloaded files to Always prompt for download location Encrypt uploaded files with a password Click OK when you have finished. Description The total file attachment size must exceed this threshold (in Megabytes) in order for it to be sent through Faspex. Note that folder attachments will bypass the threshold and will always be sent through Faspex. Enter file extensions (separated by commas) that will be sent through Faspex by default. For example, enter zip to send all zipfiles through Faspex. Save downloaded packages (via Microsoft Outlook) to the specified folder. Request to be prompted for the download location. When this checkbox is marked, attachments are encrypted with a password on upload for content protection, regardless of the settings in Faspex or Connect. A recipient is then required to input that passphrase when downloading and decrypting the protected files.
Sending and Receiving 9 Sending and Receiving Sending This section demonstrates how to send a Faspex package using the Outlook Add-in. Note: The screenshots in this example are from a Windows 7 system with Office 2007. Your screens may look slightly different depending on your environment. 1. Identify your default account for sending Faspex packages. Before creating a new email, go to Aspera Transfer Settings > Aspera Add-In Default Account and select your default Faspex account for sending new messages. Note: If you only have one account set up in the Outlook Add-in, it will automatically be the default account for sending Faspex packages. 2. Create a new email message in Microsoft Outlook by going to New > Mail Message in Outlook's main window. A new message window appears. 3. Confirm your Aspera message- and attachment-transfer settings. Click Aspera Accounts to confirm your message- and attachment-transfer settings. Here, you have two options: Automatic: The Outlook Add-in will automatically follow the default rules according to your Account Settings. If all of the following are true for your email message, it is sent through Outlook's default transfer protocol: Does not contain folder attachments. Does not contain file extensions identified as being Faspex-specific. Has a total attachment size below the configured threshold Otherwise, the message and its attachments are sent through the default Faspex account (as set in Step #1, above). One-time settings: You can override the Outlook Add-in's default/automatic rules and send your message by means of Outlook Send/Receive or through a configured Faspex account. (See Account Credentials.)
Sending and Receiving 10 4. Select the content to transfer. Click the Microsoft Outlook attachment icon (paper clip); or go to the Ribbon and select Aspera > Attach Folder. Browse for the folder or file attachment. If the content you want to transfer is a file or files (rather than a folder), you can also drag-and-drop into the email message to attach them. After selecting an item, it is listed as an attachment in your message draft.
Sending and Receiving 11 5. Click Send. This sends your email message and initiates the transfer. 6. If a dialog box appears, requesting that you confirm the attempt to initiate the transfer, click Allow. To avoid seeing this message in the future, select Use my choice for all transfers with this host. 7. [If enabled] Enter a passphrase to encrypt your content on the remote server. If content protection has been enabled for your account and the remote server, you are prompted at this point for a passphrase to encrypt your file(s). Your recipient must then input the same passphrase to decrypt the protected files. 8. Monitor your transfer using Connect. Microsoft Outlook connects to your configured Faspex transfer server and attempts to transfer your package. As the package is transferring, the Transfers window appears. For additional information on the functions available from this window, see Monitoring Transfers. As the package is transferring, your recipient receives an email notification.
Sending and Receiving 12 9. The recipient is alerted to download the package. Once the package has finished transferring, your recipient receives a notification with retrieval instructions. Receiving This section demonstrates the process for receiving Faspex packages email using the Outlook Add-in. When you click Send/Receive in Outlook, emails are downloaded from your server. You have two options for retrieving Faspex packages that are attached to emails: Access them on your organization's Faspex website. Download them from your Outlook email. In the example below, you can click the Download Package link to navigate to your organization's Faspex website and download your package from the Internet.
Sending and Receiving 13 Alternatively, if you open the email message within Outlook (by double-clicking it), you can save the package attachment to your computer. The default download location is designated in the Outlook Add-in's Settings. See Settings for additional information. Note: Your system administrator may have pre-configured your download settings. If these have been locked, you cannot modify them from Outlook. Please contact your administrator for assistance. Note: If the sender enabled content protection for this Faspex package, you must input the same passphrase to decrypt the protected files. Monitoring Transfers After you click Send, Microsoft Outlook connects to your configured Faspex transfer server and attempts to transfer your package. As the package is transferring, the Transfers window appears. (You can also open it by going to Aspera Transfer Settings > Aspera Connect > Transfers.)
Sending and Receiving 14 The Transfers window contains the following items: Open the Transfer Monitor. Reveal the file on your computer. Pause the transfer session (note that this icon appears after the transfer has started). Resume a paused transfer. Resume a canceled transfer. After clicking the Transfer Monitor button ( ), a detailed view of the transfer progress appears, along with a line graph representing the transfer speed over time.
Appendix 15 Appendix Error Messages This section describes error messages that you might encounter when using the Outlook Add-in. Note that these error messages are limited to those generated by the Outlook Add-in. You may receive an error message that has been generated by the remote server, in which case you should consult with your system administrator. Error Message Aspera Add-In requires additional software to be installed. Would you like to install this software now? Unable to generate tokens for the requested URIs Aspera Faspex: unable to reach Aspera Faspex The Aspera Add-In requires a Faspex installation of version 2.6.6 or higher. The remote name could not be resolved: '[your Faspex server domain]' Description Verify that Connect is installed on your machine. To do this, go to Control Panel > Add/Remove Programs. If Connect does not appear in the list, return to the error message and click Install Now. Or download the MSI file from http:// asperasoft.com/connect. If Connect does appear in the list of programs, try removing it and then reinstalling. If you do not have access permissions to do so, check with your system administrator. A message from Faspex signaling a bad request or invalid credentials. Check with your system administrator. Your remote Faspex transfer server may be offline. Check with your system administrator. The OutlookAdd-in is compatible with Faspex 2.6.6+. Contact your system administrator. This error is triggered when you attempt to set up an account on a computer that is offline. The Outlook Add-in verifies the address and must be connected to the Internet. Check your Internet connection or consult with your system administrator. Locating Log Files Log files for the Outlook Add-in are located in the following directory: C:\Users\<username>\AppData\Local\Programs\Aspera\Add-In for Microsoft Outlook The log files are log-file.txt rolling-log.txt
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Legal Notice 17 Legal Notice 2012-2014 Aspera, Inc., an IBM Company. All rights reserved. Licensed Materials - Property of IBM Copyright IBM Corp., 2012, 2014. Used under license. Copyright Free Software Foundation, Inc., 1991,1999. US Government Users Restricted Rights- Use, duplication or disclosure restricted by GSA ADP Schedule Contract with IBM Corp. Aspera, the Aspera logo, and FASP transfer technology are trademarks of Aspera, Inc., registered in the United States. Aspera Connect Server, Aspera Drive, Aspera Enterprise Server, Aspera Point-to-Point, Aspera Client, Aspera Connect, Aspera Cargo, Aspera Console, Aspera Orchestrator, Aspera Crypt, Aspera Shares, the Aspera Add-in for Microsoft Outlook, and Aspera Faspex are trademarks of Aspera, Inc. All other trademarks mentioned in this document are the property of their respective owners. Mention of third-party products in this document is for informational purposes only. All understandings, agreements, or warranties, if any, take place directly between the vendors and the prospective users.